Subject: Freedom of Information request – PCN processing data

Hi, I’m [Your Name]. I’m a [courier / small business owner / member of the public] researching how Penalty Charge Notice (PCN) cases are handled. 
Please treat this as a request for recorded information under the Freedom of Information Act 2000.

Time range
Please provide the information for the period: [e.g., 1 April 2021 to the most recent full month], broken down by PCN type:
• Parking
• Moving traffic
• Bus lane

Please provide the data in machine‑readable format (CSV or XLSX).

1) VOLUMES & OUTCOMES
a) PCNs issued per month.
b) Informal challenges: number received; number accepted (%); % where the discount was re‑offered after an informal rejection.
c) Formal representations: number received; number accepted (%); number rejected (%).
d) London Tribunals: appeals registered; outcomes (Allowed, Refused, Do‑Not‑Contest (DNC), Withdrawn) — counts and percentages.
e) Late Notices of Rejection (served >56 days after receipt of formal reps): counts and %; and how many cancelled for this reason.
f) Top cancellation reasons/categories (e.g., loading accepted, signage/markings, CEO error, evidence unavailable, discretion, wrong VRM) with counts.

2) PROCESSING TIMES & BACKLOGS
a) Average and median days from receipt of formal representations → service of the Notice of Rejection, by month.
b) Average and median days from London Tribunals appeal registration → service of the council’s evidence pack.
c) Month‑end queue sizes: informal challenges, formal representations, Tribunal evidence packs.

3) STAFFING & STRUCTURE
a) Number of FTE staff handling PCN challenges/representations/appeals (by grade/band), and vacancy rate.
b) If outsourced: supplier name(s), contract start/end dates, applicable SLAs/KPIs, and any performance credits/penalties triggered in the period.

4) TEMPLATES, GUIDANCE & QA
a) Current standard letter templates used for informal rejection, Notice of Rejection, Charge Certificate, and Tribunal evidence cover letters.
b) Internal guidance / Standard Operating Procedures (SOP) on considering representations, exercising discretion (mitigation), and avoiding fettered discretion/failure to consider.
c) Any quality‑assurance audits in the last 12 months relating to rejection‑letter quality, “failure to consider,” or template misuse (methodology and findings).

5) SYSTEMS & AUTOMATION
a) Names/versions of back‑office PCN systems and any automation/AI tools used to generate letters or triage cases, including any available rule descriptions/configuration documentation.

6) EVIDENCE & SERVICE
a) Percentage of moving‑traffic/bus‑lane cases where requested video evidence was unavailable, with recorded reasons (e.g., retention, technical).
b) Percentage of London Tribunals evidence packs served fewer than 3 working days before the hearing (or not served).

Format & costs
• Please provide all data in CSV/XLSX where possible.
• If any part risks exceeding the appropriate limit under section 12 FOIA (£450), please advise and assist under section 16 to refine the scope to what can be provided within the limit (for example by limiting the period or fields).
• I agree to reasonable disbursements (e.g., postage) only. Please do not proceed above the cost limit without checking with me.

Priority subset (use if section 12 is engaged)
1) Monthly volumes & outcomes (including DNC and Allowed at Tribunal).
2) Processing times & late‑NoR counts.
3) Staffing FTE and the current letter templates.
4) Discretion/SOP guidance and any QA findings.

Other notes
• If any item is refused, please identify the exact exemption(s) relied upon and provide the public‑interest test where applicable.
• I request re‑use under the Open Government Licence.

Contact
If you need clarification, please email me at [your email].

Many thanks,

[Your Name]
[Your Role / Company]
[Postal address – optional]
[Date]